Buying in Education: Better Buying

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• Buying in Education Better Buying
• Brad Cocker
• Principal Procurement Specialist

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• Todays Agenda
• Who we are
• Buying
• - Where to find information
• - The Buying Journey
• - Policies and Thresholds
• - Exemptions
• Ed-email and Buying Matters
• Common Use Arrangements
• Purchasing Cards

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TODAYS AGENDA

• What do we want from this session?
• Where to find information
• Who to ask for help
• Procurement policy and practices

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WHO ARE WE?

• Strategic Procurement
• Lian Borlace
• Director
• Brad Cocker
• Principal Procurement Specialist
• Paul Arangio
• A/Senior Procurement Consultant
• Evana Ho
• A/Procurement Support Officer
• Megan Hinkley-Haynes
• Business Trainee

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WHAT DO WE DO?

• Strategic Procurement
• Provide information and advice on buying
• Faster, easier buying
• Identify opportunities to aggregate

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WHO ARE WE?
Client Procurement Services Charles
Robertson A/Assistant Director John
Morrissey Senior Procurement Manager
(Education) Vince Rodino Senior Procurement
Manager (TAFE)
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WHAT DO WE DO?

• Client Procurement Services
• Department of Treasury and Finance
• Advice on exemptions
• Advice on SSC policies
• Undertakes procurement on behalf of government
  agencies gt20,000
• iProcurement purchase order requisitions
• Advice and support

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BUYING

• Where to find information?
• Buying website
• http//www.det.wa.edu.au/education/cps/
• Buying Matters
• Ed-e-mail
• Government Contract Directory
• http//www.dtf.wa.gov.au/cms/schools/schoolse.pdf
• State Supply Commission
• http//www.ssc.wa.gov.au

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BUYING

• Buying and Governance
• We buy under two Acts
• State Supply Commission Act 1991
• Public Works Act 1902
• School minor works
• Playground equipment
• Installation of items that will become part of
  existing infrastructure
• -gt DTF Building Management and Works

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BUYING

• Buying and Governance
• DTF Building Management and Works contacts

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POLICY

• State Supply Commission Policies
• Policy requirements for the procurement of goods
  and services
• Best practice principles and arrangements
• Examples
• Value for money
• Probity and accountability
• Open and effective competition
• Transparency

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POLICY BUYING THRESHOLDS
Not on Contract? What is the value of the good
or service you want to purchase?
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POLICY BUYING THRESHOLDS

• Direct Purchase up to 5,000
• Simple, one-off purchases
• One verbal quote
• Record purchase
• P-Cards Treasurers targets (Business cards)

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POLICY BUYING THRESHOLDS

• Verbal Quotations 5,000 to 19,999
• Sufficient verbal quotations required (2 5)
• Appropriate comparison between suppliers apples
  with apples
• Justify and record decision (Verbal Quotation
  Form)
• Notify all bidders of the results
• Maintain all records on file

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POLICY BUYING THRESHOLDS

• Written Quotations
• 20,000 to 149,999
• More complex planning required
• Contact DTF Client Procurement Services (CPS)
  within DET on 9264 4712. CPS must be involved.
• DTF Templates must be used
• Evaluation Process
• Publish on Tenders WA

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POLICY BUYING THRESHOLDS

• Public Tenders gt 150,000
• You must seek DTF involvement (CPS)
• Advertise West Australian, Tenders WA and local
  papers
• DTF will work with you to develop the Tender, do
  the advertising, close the tender, evaluate with
  you, write up and recommend award

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• Buying Website
• The Buying Journey
• Schools Buying Kit
• Exemptions
• Buying Matters archive

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BUYING WEBSITE
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BUYING WEBSITE

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• The Buying Journey
• What do you want to buy?
• Is it on a Common Use Arrangement?
• Is it on a Department Contract?
• Client Procurement Services must be involved in
  the process if gt20,000
• Keep records

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BUYING

• Schools Buying Kit
• What is it?
• Where is it?

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BUYING WEBSITE

• Schools Buying Kit
• http//www.det.wa.edu.au/education/cps/5
• Aid when making decisions to buy goods and
  services
• List of resources and contacts
• Outline of SSC policies
• Buying Journey

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POLICY
What is an exemption?
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POLICY

• Why exemption?
• Bona fide sole source of supply
• Contract for the same requirement through a
  competitive process within the previous twelve
  months
• Use of goods and services from a supplier
  integrated within a standard operating
  environment or contractual arrangement
  alternative product not suitable
• Emergencies and exceptional circumstances

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POLICY

• How do I apply for an exemption?
• Director Strategic Procurement
• Exemption forms available on the Buying Website
• http//www.det.wa.edu.au/education/cps/8
• Should be made prior to making a purchase or
  giving a commitment to buy

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POLICY
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Headings Body Text
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POLICY
CUAs What are they?
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POLICY

• Common Use Arrangements
• What are they?
• whole-of-government standing offer arrangement,
  awarded to a single supplier or a panel of
  suppliers, for the provision of specific goods or
  services commonly used within government .
• CUA/WoG example
• Supply of Personal Computers CUA 16503a
• - Suppliers Acer, CDM, Dell, EDsys, HP, etc.
• - Term 1 Sep 2004 31 Aug 2009
• DET-specific contract
• Desktop Computers and Associated Services
  ETT1315/2007
• - Supplier CDM Computers
• - Term 12 Dec 2008 11 Dec 2011

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POLICY

• Common Use Arrangements
• Mandatory
• Pick and Buy
• More than 50 CUAs
• Buyers Guide
• Contractors
• Pricing
• How to buy

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POLICY
CUAs Where do we find them?
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POLICY
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BUYING WITH A CUA

• Go to the Government Contract Directory Schools
  Edition (also known as the Schools eBook)
  http//www.dtf.wa.gov.au/cms/schools/schoolse.pdf

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BUYING WITH A CUA
2. Scroll to the Contents page. 3. Find
Cleaning, kitchen and bathroom products and
click to access the corresponding page.
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BUYING WITH A CUA
4. View the items covered by the CUA (12905) and
the nominated suppliers.
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BUYING WITH A CUA
5. Go to the Buyers Guide (bottom right-hand
corner) for buying rules and information on how
to buy.
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BUYING WITH A CUA
6. Once you have an understanding of how to buy,
who to buy from and the rules for buying Go
shopping!
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BUYING

• Buying a good or service?
• Check eBook is it on a CUA or DET contract?
• No contract? Buy in accordance with Purchasing
  Thresholds rules.

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BUYING
What to do if no CUA or DET-specific
contract? Refer to purchasing thresholds
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• Corporate Express contract
• Non-mandatory
• Order online (Net Express) or manually
  (catalogue)
• Extended to November 2009
• Some goods CE sell are under a CUA they are not a
  nominated supplier for
• Always make value for money decisions

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BUYING

• New DET Contracts
• School curriculum materials
• Venue hire
• School bus hire

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BUYING

• Purchasing/Business Cards
• Purchase of high volume consumables lt5,000
• Reduces administrative time and costs
• Easy monitoring of budget balances
• Prompt payment of suppliers

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BUYING

• Purchasing/Business Cards
• What goods and services can I pay for?
• Examples
• Telecommunications bills
• Online items/subscriptions
• Will using it incur a surcharge?
• CUA-nominated suppliers are not allowed to impose
  a surcharge for using your P/B Card. When
  purchasing off-contract, suppliers may impose a
  surcharge. If they do, they are required to
  inform you prior to making your purchase.

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BUYING

• Purchasing/Business Cards
• Who should have a P-Card/Business card?
• Anyone who regularly buys goods and services
  valued at less than 5,000 and is a permanent
  Department officer over 18 years of age.
• How do I apply for a P-Card/Business card?
• Phone [phone]
• Email cardadministrator_at_det.wa.edu.au

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REGIONAL BUYING
Regional Buying Centres Goldfields/Esperance htt
p//www.idcgold.org.au/tenders_rbc.asp Mid
West http//mwrbc.o2o.com.au/ South
West http//swbuying.mysouthwest.com.au/ Great
Southern Ph 9892 6502
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Questions?

• The Procurement Team in Education is here to help
• Strategic Procurement
• Client Procurement Services
• Email us Buying_at_det.wa.edu.au